Contracts Specialist 1

Salary: $3,974.00 – $5,341.00 Monthly

Location : Thurston County – Olympia, WA

Job Type: Full Time – Permanent

Remote Employment: Flexible/Hybrid

Job Number: 2023-RES-007

Department: Dept. of Enterprise Services

Division: Real Estate Services

Opening Date: 07/03/2023

Closing Date: Continuous

Description

Contracts Specialist 1

(Real Estate Services Division)

**This posting is open until filled. Application review will begin two weeks from initial posting date. Qualified applicants are encouraged to apply as soon as possible.**

Who we are:
The Department of Enterprise Services (DES) provides centralized business services to state government agencies; to other public entities such as cities, counties and tribes; and to Washington residents. DES’ mission is to strengthen the business of government. We do this by creating overall operating efficiencies so our state’s government entities can focus on their core missions. Our buying power, economies of scale and years of experience help government get the best value for the products and services they need to support their missions. We value Respect, Integrity, Excellence, Diversity, Equity and Inclusion. We seek new team members who share our commitment to be an equity-driven and antiracist organization. We listen to customers and team members to understand what they need and expect. We promote creativity, learning and improvement to meet those needs and adapt to the ever-changing business environment. We measure our results and seek feedback to improve our performance.

Who we are looking for:
The Real Estate Services’ (RES) mission is to provide safe and efficient leased space for state agencies, boards, and commissions to conduct their work while being effective stewards of state resources.

In support of this mission, RES is hiring a Contracts Specialist 1 to provide contract administration services for lease contracts, interagency agreements, and other related RES processes to support the workflow of management, leasing, design, and acquisition and disposal functions.

Why you should join us:The Department of Enterprise Services offers:

• A great total compensation and ;
• Paid ;
• A healthy work/life balance, which may include flexible work schedules, teleworking, and an Infants in the Workplace Program;
• An agency-wide commitment to diversity, equity, inclusion and respect, and leaders who encourage all employees to bring their authentic selves to work;
• Access to several state business resource groups including the Rainbow Alliance and Inclusion Network (RAIN); Veteran Employee Resource Group (VERG); Latino Leadership Network (LLN); Blacks United in Leadership and Diversity (BUILD); Disability Inclusion Network (DIN); Washington Immigrant Network (WIN); and Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network (HAPPEN);
• Supported growth and development opportunities; and
• Opportunities to serve your community through meaningful work.

Duties
Some of what you will enjoy doing:
Prepare and process a variety of legal documents and contracts necessary to acquire and dispose of leased space for state agencies, boards, and commissions. Documents include but are not limited to interagency agreements (IAAs), lease contracts, rental agreements, deeds, easements, and approval memos.

• Support RES management with preparation and administration of RES business which includes but is not limited to processing of requests for proposals, service project notification, finalize documents for processing, and finalize leases and other real estate conveyance and contract documents through the execution and recording processes.
• Develop and maintain program records, assist with updating status reports, and gather data and prepare reports and spreadsheets, as required or requested.
• Review legal documents of professional staff to assure that input/output is in compliance with rules, policies and operational procedures.
• Serve as customer service point of contact for RES.
• Research status of leasing projects in response to questions from internal customers, state agencies, and other public entities.
• Update procedures as needed for efficiency and rule compliance.
• Coordinate incoming work requests for RES; provide project files and any backup documentation to assigned project team.
• Coordinate with the Office of Attorney General lease contracts, and other RES related business process and procedures as necessary.
• Analyze proposals for technical compliance.
• Design and populate spreadsheets, run queries for lease information, and as needed, perform follow-up with agency personnel, document, and report to the unit.
• Create RES revenue and commission billing reports and documents.
• Support RES management to manage staff project hours.
• Input projects into RES time tracking system, process billing for DES finance, produce regular and ad-hoc reports as requested by management, produce revenue and commission reporting, and other related tasks.

Qualifications
Required Qualifications:
Option 1:

• A Bachelor’s degree involving major study in business administration, public administration, business law, commerce, economics, mathematics, statistics, or closely allied field; AND
• One (1) year of experience in negotiating, administering, or terminating contracts, contract property management, contract cost or price analysis, or contract compliance administration.

OR

Option 2:

• Five (5) total years of qualifying experience in the workforce negotiating, administering, or terminating contracts, contract property management, contract cost or price analysis, or contract compliance administration.

OR

Option 3:

• Any combination of education and relevant experience totaling 5 years.

**Note:

• Additional qualifying experience may be substituted, year for year, for the education.
• A Master’s degree in one of the above academic disciplines may be substituted for the experience.
• A law degree from an accredited college or university approved by the Washington State Bar Association may be substituted for the experience and education.

Required Knowledge, Skills and Abilities:

• Professional level customer services skills
• Microsoft Office Suite Skills:
  • Intermediate MS Word, MS PowerPoint, and MS Outlook.
  • Novice MS Excel skills.
• Knowledge of:
  • Policies and procedures for preparation of contracts, interagency agreements, etc.
  • Business and professional services, practices and trends, contract principles, terminology and development, real estate practices and laws, and lease administration.
• Ability to:
  • Deal with business representatives, landlords, and state agencies, to agree on term of contracts, assure compliance with terms of contracts, agreements, etc., and obtain timely delivery at reasonable prices.
  • Advise staff on contract terms and conditions and on lease and other real estate documents language.
  • Write effectively, represent the program professionally in coordination and negotiation with other state agencies and private parties, and recognize desirable contract terms and provisions.
  • Identify areas and incidents of noncompliance with existing contracts.

Diversity Equity and Inclusion (DEI) Competencies:
Incumbents to this position must possess and demonstrate the following competencies:

• Able to learn and understand the language and concepts of our DES DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace.
• Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment.
• Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment.
• Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community.
• Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization.

Find the full DEI competencies and their descriptions on this page.

Preferred/Desired Qualifications:

• Real estate lease and document preparation.
• Contract law and document preparation.
• State law and agency policy with regards to contracting regulations and requirements.

Supplemental Information
Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting;
• A current resume, detailing experience, and education; and
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

Conditions of Employment:

• Background Check Notice: Prior to any new appointment into the Department of Enterprise Services, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant’s suitability and competence to perform in the position.

Opportunity for All:
The Department of Enterprise Services celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:
For questions about this recruitment or to request a reasonable accommodation in the application process, contact Jennifer McWaid at (360) 407-8210 or email Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

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More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems’ web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

01

Are you currently employed by the Department of Enterprise Services (DES)?

• Yes
• No

02

Are you willing to undergo a background check as a condition of employment?

• Yes
• No

03

What is your level of education?

• Some or no college
• 1 year of college (30 semester or 45 quarter credits)
• Associates Degree or 2 years of college (60 semester or 90 quarter credits)
• 3 years of college (90 semester or 135 quarter credits)
• Bachelor’s degree
• Master’s degree
• Law degree from an accredited college or university approved by the Washington State Bar Association

04

What was the major/focus of your degree? If this does not apply, enter n/a.

05

How many months of experience in negotiating, administering, or terminating contracts, contract property management, contract cost or price analysis, or contract compliance administration do you have?

• I do not have this experience.
• 1-11 months
• 12-23 months
• 24-35 months
• 36-47 months
• 48-59 months
• 60-71 months
• 72-83 months
• 84 or more months

06

Please describe your experience in negotiating, administering or terminating government contracts, contract property management, contract cost or price analyses or contract compliance administration. If you do not have this experience, please indicate N/A.

07

Which one of the following best describes your highest level of Microsoft Word skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the Basic level below
• BASIC: Create, save, preview and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct
• INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates
• ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; track changes and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms
• EXPERT: Able to use and train others in all Word functions listed above

08

Which one of the following best describes your highest level of Microsoft Excel skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the Basic level below
• BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks
• INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
• ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios
• EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions and arrays; uses information, date and time functions; uses advanced editing and formatting; advanced chart formatting; runs solver models and reports; embed and link information; set up customization including automation

09

Select the answer below that best describes your experience with Microsoft Office Outlook.

• Beginner (little or no experience, but interested and willing to learn)
• Developing (working knowledge)
• Skilled (solid knowledge, uses software frequently)
• Expert (exceptional knowledge, recognized as expert user)

10

Please verify that you have included the following information in addition to your online application: 1. A complete resume; AND 2. A letter of interest describing how you meet the qualifications listed for this position

• Yes
• No

11

How did you hear about this job posting?

• Careers.wa.gov
• College Job Board
• Friend or acquaintance
• Indeed
• Linkedin
• WorkSource
• Other

12

If you selected other, please tell us more!

Required Question